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Using Virtual Terminal to process Donations

Use Virtual Terminal to process in-person, mail or over the phone donations. Give all of your donors the same experience and donor portal while centralizing your data and benefiting from recurring retention.

 


Enabling Virtual Terminal

Virtual Terminal can be enabled from its page in the Settings area. Once enabled, donations using card (and bank) info can be processed and modified right from your Fundraise Up account's dashboard.

Navigate to Settings >  Virtual Terminal , or click here

Organization Administrators, Campaign Administrators, Support Specialists, and Virtual Terminal Specialists can process donations in Virtual Terminal.

 


Processing Donations with Virtual Terminal


Once Virtual Terminal is enabled: Navigate from your dashboard to Donations. You will see a Virtual Terminal button on the right to start accepting in-person or over the phone donations. 

Shortcut: Press the "T" key to open Virtual Terminal

Users with the Virtual Terminal Specialist role will have the Virtual Terminal experience as their home page of the dashboard


Using Virtual Terminal 

The first step is to choose a Campaign to associate this donation with.

When setting the Campaign, the dropdown will show you the Campaign options, and you can type in the space to search for a Campaign. Hovering over a Campaign in the dropdown will show you the full name of the Campaign, in case it's too long for the horizontal space of the dropdown.

The options that are available on the selected Campaign (Designation, Custom Fields, Checkout Questions, Supporter additional information, etc) will also be available in the Virtual Terminal.

Virtual Terminal will autofill information of preexisting donors of your organization: 

Email Address

Virtual Terminal is the only location where it is allowed for supporters to donate without an email address. Typically email addresses are our primary identifier for individual donors in our system. However, when there are no email addresses we will use the address or phone number as a secondary reference in association with a supporter in Fundraise Up.  When nether email, address, or phone number is provided in association with a donation, our system will always create a new supporter record. 

Recurring Plan options

When using Virtual Terminal, it's possible to choose whether the Donation being processed will be a one-time donation or the first installment of a Recurring Plan. When setting up a Recurring Plan via Virtual Terminal, there are even more options than there are in the public checkout experience, including:

  • Frequency: Virtual Terminal allows you to enter Recurring Plans on a Daily, Weekly, Biweekly, Monthly, Quarterly, or Annual schedule.
  • Start Date: If paying via card, the Start Date of a Recurring Plan can be set to a date in the future. When a date in the future is chosen, the supporter will receive the Recurring Plan Scheduled email template if enabled, instead of immediately receiving the Recurring Receipt email template.

Donor Receipt Email in Virtual Terminal

By default, the donor will receive the receipt email for the selected campaign. However, you have the option to not send an email receipt. 

Donors who do not provide an email address will not have an option to receive an email receipt. 

 


Reviewing Donations made via Virtual Terminal

When you're on a Donation, if it was processed via Virtual Terminal, you will see a field labeled Processed By in the header area. There, you'll see the user that used Virtual Terminal to generate this gift on the donor's behalf!

Additionally, in the Donations and Recurring tab filters, you can click the More Filters button and then filter by Source to just show records made via Virtual Terminal.

Lastly, in the Exports tool and most CRM Integrations, you'll find datapoints to show which User created a given Donation or Recurring Plan under the labels:

  • Created By User ID
  • Created By User First Name
  • Created By User Last Name
  • Created By User Email

 


Configuring extra Virtual Terminal settings

Once Virtual Terminal has been enabled, its Settings page will offer you extra options to customize the Virtual Terminal experience for your account's internal users. 

Setting a Default Campaign for your users when opening Virtual Terminal can be helpful, but please keep in mind that your users will still be able to change the donation to go towards any available Campaign in your account. This dropdown just controls what'll be pre-filled when they open checkout.

Similarly, if you have classic ACH enabled as a payment method on your connected Stripe account and in Fundraise Up, you can check the box to Allow ACH as a Payment Method for Virtual Terminal donations. This will offer the option for your users to enter the donor's routing and account number at time of checkout, instead of their credit or debit card information.

Screen Shot 2021-03-15 at 9.52.51 AM

Showing Additional Notes

If you check the box labeled Show additional notes during Virtual Terminal checkout, we'll offer you a rich text editor for entering and formatting notes, phone scripts, links, and more to appear for every user while entering donations via Virtual Terminal.

You can even add links that navigate within the Virtual Terminal page, for example, adding a link to https://dashboard.fundraiseup.com/virtual-terminal#vt-donation to auto-scroll one of your users to the Donation section of the Virtual Terminal standalone page.

For users with narrower browsers & smaller screens, the notes will appear inline in the checkout popup:

Screen Shot 2021-03-15 at 9.54.45 AM

And, for users with wider browsers & screens, the notes will appear alongside the checkout popup:

Screen Shot 2021-03-15 at 9.55.04 AM

Using Stripe's Radar feature to make CVC optional

The Virtual Terminal settings area offers a checkbox labeled Make CVC optional for credit card donations, which if checked, hides the CVC field by default during Virtual Terminal checkout. This can make life much easier for your users that enter donations on donor's behalf, especially for entering gifts solicited via mail-in forms, but before you check that box, follow the steps below!

Stripe offers a feature called Radar, which optimizes your security settings. Radar for Teams, the advanced tier of Radar, allows you to define your rules, and if you have that, it's possible to detect when Fundraise Up donations are coming from Virtual Terminal and not require CVC for those donations.

Add a Radar rule that says Allow if:

::customer:Source:: = 'Virtual Terminal' OR ::Source:: = 'Virtual Terminal'

If you don't see the Allowed section of your Radar rules, you can contact Stripe support and request that they enable that section on your account!

Once you've done so, the Radar rules should look like this:

At that point, you can check the Make CVC optional for credit card donations checkbox in Virtual Terminal settings and hit Save Changes, and your donation processing users should no longer have to provide CVC while entering Virtual Terminal donations.